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Health Information Management Coordinator
Location: New Horizons Healthcare
Department: Nursing
Reports To: Director of Nursing
Employment Status: Full-Time
Pay Rate: $23.00/hr.
What We Offer You:
- Loan forgiveness plan(s) (eligibility is based on plan guidelines and approval)
- Medical, dental and vision insurance
- Generous paid time off
- 10 Company paid holidays
- CME time off and funds
- Life, AD&D, Long-term disability
- 403(b) retirement account with company contribution
New Horizons Healthcare is a federally qualified health center (FQHC) in Roanoke, Virginia that provides comprehensive primary care, behavioral health, dental care, and pharmacy services for almost 10,000 patients annually. We are a not-for-profit community clinic with a mission to improve access to affordable, high quality, culturally competent, comprehensive primary health care. We offer a sliding fee discount program for those who are uninsured or underinsured. We make sure everything we do is through the lens of humanity – from our commitment to the highest-quality of care to the way we engage with our patients and communities.
Position Summary
The Health Information Management Coordinator plays a central role in managing, organizing, and maintaining patient health records to ensure accuracy, security, and compliance with healthcare regulations. This position supports clinical and administrative teams by facilitating timely access to documentation and ensuring smooth coordination across departments. As New Horizons continues transitioning from paper-based workflows to fully electronic systems, this role is key in digitizing records, integrating fax capabilities within the EMR, and supporting cross-functional communication.
Key Responsibilities
- Maintain and update patient health records within the Electronic Health Records (EHR) system
- Process requests for medical records from patients, providers, insurers, and legal entities
- Ensure all records are accurate, complete, and compliant with HIPAA and other regulations
- Scan, index, and archive paper documents into the EHR for long-term digital storage
- Utilize EMR-integrated faxing tools to transmit records directly to external specialists and referral partners
- Track and log incoming/outgoing records, including fax confirmations and release authorizations
- Coordinate with clinical staff to ensure timely documentation and encounter closure
- Manage release of information (ROI) workflows, including consent verification and turnaround tracking
- Ensure any Behavioral Health ROI requests are submitted to the BH Manager/Lead Case Manager. Only documents approved by the BH Manager/Lead Case Manager are to be released. *Exception, Disability Determination ROI’s
- Support audits, reporting, and compliance reviews for internal and external stakeholders
- Organize, maintain, and always safeguard patient health records in compliance with healthcare regulations and privacy laws
- Responding to Healthcare Effectiveness Data and Information Set (HEDIS) data requests to support quality improvement initiatives
- Manage and process certain correspondence requests such as subpoenas, disability, and/or immigration
- Must be able to work independently and as part of a team
- Must be able to perform tasks with appropriate speed and accuracy
- Performs additional duties, responsibilities and/or tasks as directed by management to support departmental goals, maintain compliance and meet organizational needs.
Qualifications
- High school diploma or equivalent required; additional training or certification in health information management preferred
- Minimum 2 years of experience in medical records or health information roles, preferably in an FQHC or community health setting
- Familiarity with EHR systems; experience with eClinicalWorks (eCW) is a plus
- Strong organizational and time management skills
- Detail-oriented with a commitment to data accuracy and confidentiality
- Effective communication and teamwork abilities
- Knowledge of medical terminology, ROI regulations, and FQHC documentation standards, and basic computer skills
ACKNOWLEDGEMENT
New Horizons Healthcare is an Equal Opportunity Employer.
This job description is intended to outline the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Additional duties may be assigned as needed and will fall within the scope of the position. By signing below, the employee acknowledges their understanding of the role and affirms their ability to perform the essential functions as described.
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